[Minor revision –posted 5/4/16 (replaces 9/13/06 edition)]
Operating Policy and Procedure
OP 32.15:
Faculty Leave of Absence
DATE:
May 4, 2016
PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to ensure understanding and a
standardized approach in handling faculty leaves of absence.
REVIEW:
This OP will be reviewed in April of even-numbered years by the senior vice provost
with substantive revisions presented to the provost and senior vice president (PSVP).
POLICY/PROCEDURE
1. The Board of Regents may grant faculty development leaves of absence for study, research,
writing, field observations, or other suitable purposes, under conditions allowable by the state of
Texas. * In accordance with Section 04.05.1, Regents’ Rules
2. Such leaves will not jeopardize a faculty member's participation in benefits available by or
through the institution or the state to faculty members. *In accordance with Section 04.05.2, Regents’
Rules
3. Leave without pay will be granted for a maximum of one calendar year (effective the date the
request is approved) for special situations. *In accordance with Section 661.909, Texas Government Code
An extension of one additional year may be granted only under very unusual circumstances.
Extensions beyond two years are strongly discouraged and normally not granted.
4. In making recommendations for faculty leaves to the Board of Regents, procedures for selection
consistent with state guidelines will be utilized by the president. *In accordance with Section 04.05.3,
Regents’ Rules
5. The following procedure is to be used for routine leaves of absence for academic purposes,
ordinarily for a semester or an academic year:
a. The individual involved requests from the department chairperson or immediate supervisor a
leave of absence on the Application for Official Leave of Absence (see attachment) at least
four and one-half months prior to the beginning of the requested leave period. The request
should specify the applicant's rank/position, specific beginning and ending dates of the
requested leave, location of the leave, whether salary arrangements are requested or the leave
is without pay, and the purpose of the leave of absence.
b. The chairperson/supervisor's recommendation should be noted on the Application for Official
Leave of Absence and forwarded to the dean.
OP 32.15
May 4, 2016
Page 2
c. The dean should note her/his recommendation on the Application for Official Leave of
Absence and forward it to the PSVP. The chairperson and dean are invited to submit other
relevant information.
d. The PSVP reviews the request and approves or disapproves the leave. If approved, the leave
application is prepared for submission to the president and the Board of Regents for final
approval at the next available meeting of the Board. The information to the president should
include at least those items named in Section 5.a above to provide appropriate data for
ratification by the Board of Regents.
e. The Office of the PSVP notifies the individual involved of the decision by letter, sending
copies to the president, dean, chairperson, and the Office of Institutional Research and
Information Management.
f.
Upon receipt of a copy of the approval of a leave of absence from the PSVP, the appropriate
chairperson/supervisor initiates a Change-of-Status form to implement the activity. The
Change of Status form follows routine channels to the dean and PSVP and then to the
distribution printed on the Change-of-Status form.
6. Faculty development leaves for which funds are provided through the university faculty
development program are processed through separate procedures. (See OP 32.29)
7. If the salary arrangements requested involve payment to the faculty member from university
funds or through the university Payroll Office, the Office of the Provost will coordinate the
proposed financial arrangement with the senior vice president for administration and finance prior
to approval of the leave or action by the Board of Regents. Persons who are not paid from
university funds or through the Payroll Office should be advised to make arrangements to pay
insurance premiums so their insurance will not be cancelled.
Attachment: Application for Official Leave of Absence
OP 32.15